Administrative Assistant

Administrative Assistant

The Harold and Inge Marcus Department of Industrial and Manufacturing Engineering in Penn State's College of Engineering is seeking a highly motivated, detail-oriented, and organized Administrative Assistant to provide advanced administrative and operational support for departmental activities and operations. This position will be filled at either the Intermediate or Senior Support level, depending on qualifications.

This key role supports departmental leadership, faculty, staff, students, and visitors by coordinating and managing a wide range of complex administrative and operational processes. The successful candidate will demonstrate strong organizational skills, sound judgment, and the ability to manage multiple priorities in a dynamic academic environment while maintaining a high level of professionalism and reliability.

Some key responsibilities include, but are not limited to:

• Serve as a departmental resource for procedural and system navigation; train and guide others informally on processes and use of systems
• Develop and maintain resource documents and process guidelines
• Serve as Budget Assistant approver role in University systems such as SIMBA, Workday, PSUBuy and SAP/Concur
• Prepare and analyze regular budget reports for various departmental funds
• Assist with or lead special projects or data collection as needed
• Coordinate and initiate a wide range of financial transactions (initiator role) by collecting, reviewing and preparing documentation for submission to the Finance OST Hubs (e.g. non-catalog purchase order requests, cash advance, p-card reconciliations, out-of-pocket reimbursements, journal entries, among others)
• Coordinate and administer the lifecycle of postdoctoral scholar and professional track faculty hiring
• Coordinate and manage all stages of visiting scholar and international visa cases
• Lead and support all stages of wage payroll appointments
• Assist with and at times, lead the planning and coordination of events
• Provide general administrative support such as fleet car reservations, maintain departmental records retention, marketing support, conference space reservations, etc.
• May supervise part-time staff or work study students
• Serve as back-up to the Administrative Manager as necessary

Minimum Education, Work Experience & Required Certifications

If filled as Administrative Assistant - Senior Support, this position requires:

• Associate Degree
• 4+ years of relevant experience; or an equivalent combination of education and experience accepted
• Required Certifications: None

If filled as Administrative Assistant - Intermediate Support, this position requires:

• General Equivalency Diploma (GED) or High School (HS)
• 2+ years of relevant experience; or an equivalent combination of education and experience accepted
• Required Certifications: None

Preferred Qualifications:

• Strong attention to detail and organizational skills are essential, along with the ability to manage multiple priorities and deadlines effectively.
• The ideal candidate will demonstrate professionalism while fostering a respectful and collaborative work environment.
• Familiarity with Penn State policies and procedures is preferred. Proficiency with the Microsoft Office 365 suite (including Word, Excel, Outlook, and Teams), as well as experience with SIMBA, WorkLion, and Workday, is highly desirable.

For full consideration, applicants are encouraged to submit both a cover letter and a current resume with their application.

The College of Engineering is supportive of flexible work arrangements when aligned with the ability to meet the needs of the unit and the essential duties of the position. Questions related to flexible work should be directed to the hiring manager during the interview process.

Employment with the University will require successful completion of background check(s) in accordance with University policies. Penn State does not sponsor or take over sponsorship of a staff employment Visa. Applicants must be authorized to work in the U.S.

The salary range for this position, including all possible grades, is $38,300.00 - $61,000.00.

Penn State provides a competitive benefits package for full-time employees designed to support both personal and professional well-being. In addition to comprehensive medical, dental, and vision coverage, employees enjoy robust retirement plans and substantial paid time off which includes holidays, vacation and sick time. One of the standout benefits is the generous 75% tuition discount, available to employees as well as eligible spouses and children. For more detailed information, please visit our Benefits Page.